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Executive Assistant Administrative

Whitby, ON, Canada
February 27, 2020

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Anne Nolk 647-***-****

Executive Assistant

Facilitate Effective C-Level Executive Operations

Professional office Administrator who proficiently navigates simultaneous projects, meets corporate goals and deadlines. Demonstrate strong time management and problem-solving skills with high energy. Scrutinize details and coordinate meetings, events, and travel arrangements while mindful regarding confidentiality and discretion.

Model best practices, on-board staff, train, and mentor for superior results. Utilize strong verbal and written communications build team cohesion, and positive work environment.

Expertise in:

Microsoft Word, Excel, Outlook, Visio Dictaphone Expense Report Reconciliation Health and Safety

Professional Experience

BURNS & WILCOX CANADA, Toronto, ON 2018 - 2020

Office Coordinator

Work closely with Corporate Senior Vice President maintain personal scheduling and calendar

Approve expense reports on behalf of the Corporate Vice President

Facilitate travel arrangements for Toronto staff through Amex Travel including approval process

Cross reference corporate company credit card statement for accuracy

Assist with company and personal venue’s

Perform various clerical tasks as needed (various documentation papers, organize supplies, etc.)

Being very organized and detail oriented pertaining to various legal documents key component.

Answer phones and route calls to appropriate persons

Perform general bookkeeping duties, monthly credit card statements.

Initiated security monitoring system

Building maintenance

Set appointments, meetings, and conference calls

Notify and remind all parties of upcoming events, lunches, meetings etc.

Suggest changes to office task workflow in order to improve efficiency

Ensure office is efficient pertaining to security

Uphold and carry out company office policies and procedures .Report updates or pertinent issues need addressing


Administrative Assistant

Received visitors, answered calls, and aided office management and marketing / communications teams. Prepared Excel, Word, Adobe, PowerPoint documents. Maintained floor plan.

Booked internal meetings and presentations, setting up meeting rooms and catering service, identifying requirements for equipment and supplies.

Anne Nolk Page Two

Organized, printed, and distributed correspondence materials.

On boarding staff members, communicating company policies and procedures, providing security pass, office space, and sharing safety protocols.

Performed main contact role for property management, liaising with cleaners, suppliers, and security.

Assumed Safety Lead position for office, attending related meetings and sharing industry best practices.

Assisted with coordination of marketing and promotional materials.

Updated Intranet site, troubleshooting IT connection issues.

Went above and beyond, receiving “You Wear It Well” accolade, 2017 via employee nomination.

IBM (Manpower Contract position), Markham, ON 2016 – 2016

Administrative Assistant, Global Administration

Supported C-Level Executives. Managed calendars, updating daily schedules, ensuring conference numbers available along with necessary agenda and documentation. Utilized online travel tool through American Express, working within corporate policy. Prepared expense reports, confirming submission within timely manner. Worked closely with direct reports for necessary reports and documentation.


Office Manager/Executive Assistant

Oversee all aspects of our corporate location

Provide support to CIO, 100+ employees on a daily basis as the first point of contact

Assisted employees with HR relations, scheduling, organizing and travel

Handled confidential/sensitive material with good judgment and discretion

Direct contact with various clientele and facility Management such as clients and vendors

Worked closely with Finance/Procurement/Security for invoicing, RFP and security issues

Facilitated all incoming mail/courier, email and phone messages; escalated to the appropriate contacts for immediate attention

Initiated and composed various letters, emails, from low to highly confidential matters

Scheduled monthly meetings for departments making the necessary arrangements direct reports, and conference calls

Handled travel arrangements for all staff using Web tools and personal preferences with lowest cost as a key requirement

Business Segment Liaison - Onboard new employees/contractors ensure necessary security access/computer/telephone.


ADECCO, Scarborough, ON 2007 - 2006

Senior Administrative Assistant

ESTEE LAUDER COSTMETICS, Toronto, ON 2006 - 2005

Administrative Assistant to Regional Marketing Director, Clinique (Contract position)

ING INSURANCE, Ajax, ON 2005 - 2004

Executive Assistant, Durham Region (Contract position)


Sales and Marketing Coordinator 2004 - 2002

Executive Assistant to Vice Present / General Manager 2002 - 1998


Interior Design, Seneca College, Toronto, ON

Professional Development

Managing Multiple Projects, Objectives and Deadlines, General Management for Managers, How to Become a Better Communicator, Skill Path Seminars, Toronto, ON

Yardi Systems, Timbercreek Properties, Mississauga, ON

Dictaphone, Livingston International, Toronto, ON

ARIBA (Expenses and Stationery), United Healthcare Group, Toronto, ON

American Express Travel, United Healthcare Group, Toronto, ON

Halcion / Workbench, ING Insurance, Ajax, ON

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